Attachment 1 - Statement of Work - Legionella Water Sampling.docx

Statement of Work (SOW)

PURPOSE:

Contractor is required to provide legionella testing and analysis services to detect for the presence of legionella for VA Health Care Systems in Sheridan, Wyoming. Services include provision of mail-order testing sample supplies, for use by VA staff in collecting drinking water samples for lab analysis, as well as provision of final laboratory results, in accordance with this Statement of Work (SOW), VHA Directive 1061 and CDC Elite Lab protocol. Services must be accomplished in a cost effective, safe, efficient, and secure manner for the VA and in support of the VA Mission.

Department of Veterans Affairs Sheridan VA Health Care System 1898 Fort Road Sheridan WY 82801

This is a non-personal services contract. The Contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose of fulfilling the SOW and shall be considered employees of the Contractor. Contractor shall furnish all labor, materials, parts, equipment, tools, shipping, transportation, insurances, licenses, certifications, and supervision necessary to provide services in accordance with this Statement of Work (SOW). The Contractor is responsible for all charges and fees related to disposal. For a contract of this size, scope and complexity, the successful Contractor must perform in a professional manner as recognized by commercial industry standards as good to excellent.

TASKS and REQUIREMENTS:

1. Contractor is required to provide quarterly legionella testing and analysis services to detect the presence of legionella for VA Health Care Systems in Sheridan, Wyoming.

a. Quarters - VA considers a quarter to be the following periods during the year:

1. October 1st to December 31st

2. January 1st to March 31st

3. April 1st to June 30th

4. July 1st to September 30th

b. VA uses the FY calendar for reporting of sampling.

2. Contractor will provide sampling supplies to Sheridan WY VA Medical center as needed for successful completion of routine quarterly testing.

a. Sheridan VA Health Care System estimates that VA staff may need capability to collect up to 133 samples per quarter as broken down below.

i. Staff estimates needing 120 samples every three months for routine quarterly sampling, which equates to 480 samples every 12 months.

ii. Staff estimates that three (3) additional follow up samples will be required every three months to verify remediation tactics or for spoiled samples, totaling an estimated twelve (12) follow up samples every 12 months.

iii. Staff estimates that they will require ten (10) serotype positive samples every three months, totaling an estimated forty (40) serotype samples every 12 months.

b. Contract should be in place to allot for an estimated 532 samples needed annually.

c. Each shipment of boxes sent for routine quarterly testing should contain a total of 123 sample bottles in insulated boxes with each box containing Twenty (20) 250ml sample bottles, chain of custody form in plastic resealable bag, an ice pack, and a pre-paid overnight shipping label for sample return to the testing facility. The three (3) extra bottles identified for spoiled samples or remediation may be included in any of the boxes.

i. Each quarterly shipment should look like this:

1. Five (5) boxes each with twenty (20) 250ml sample bottles and package contents as described above.

2. One (1) box of bottles containing twenty-three (23) sample bottles and associated supplies as identified above.

3. Quarterly sampling supplies must be sent to the Sheridan VA no later than 14 days following the release of the previous quarter’s results to the CO, POC or COR.

4. Contractor will provide sample bottles and supplies as needed to accomplish samples which reveal positive for any strain of legionella growth.

a. Positive Results – In the event testing reveals a positive legionella growth of any strain, the testing facility will automatically send out sample bottles to Sheridan VA for collection of re-test samples following facility remediation actions.

1. The re-testing samples box contents should include one (1) sample bottle for each positive sample result, chain of custody document, ice pack and a return overnight pre-paid shipping label from Sheridan VA to the testing facility.

2. These would be the extra 10 bottles identified in Section 2, (a) iii above.

4. Contractor must provide test results to the VA when available. Contractor must provide test reports, in electronic format, such as online (preferred) or via email, to the COR within 24 hours test completion and within 16 days of receiving the test samples from the VA. Refer to Service Reports in this SOW. Timely reports will assist with informing the VA staff so they can take immediate action and corrective measures to ensure water safety and hygiene, as well as reducing risks to VA patients. The contract number shall be noted on all reports called for by the contract.

5. VA Sampling - VA staff will use appropriate sampling methods to collect drinking water samples for lab analysis. Each sample will be drawn and packed by the VA and shipped according to guidelines of the Contractor. At the time of issuance of this contract, the VA has established a sampling process where VA staff aim to get all the sampling done at one time, during a one-month period, instead of doing tests each month throughout the quarter. The VA also needs time in the quarter to record the results into the Water Safety Management Tool to maintain compliance with federal testing requirements.

6. Ensure testing is done using a testing facility that meets the following requirements:

QUALIFIED CONTRACTOR: To fully qualify in performing services on this contract, and per this SOW, the Contractor must demonstrate, and maintain throughout the life of the contract, the following requirements:

1) Valid and current CDC ELITE Certification for the handling and testing of Legionella bacteria in water supply systems, with certifications provided at award to the CO and COR, and upon request throughout the contract period of performance, as necessary.

2) The ability to cover all shipping costs of materials and sample to/from the sampling site and testing laboratory.

3) The ability to test using the CDC ELITE criteria for Legionella testing.

4) Demonstrated service performance in accordance with all applicable laws, ordinances, regulations and service requirements as enforced by Federal, state, local and industry, capabilities, and availabilities to commence services within 5 business days following issuance of a task order signed by the CO.

Contractor must provide current certifications to CO and COR upon award and provide immediate.

written notice to the CO and COR within 5 days following any change in certification, licensing, or update in equipment, applicable to this contract and SOW.

STANDARD BUSINESS HOURS: Standard business hours at this location occur between 7:00am to 4:00pm, Monday through Friday, excluding Federal holidays.

FEDERAL HOLIDAYS: Federal holidays are any calendar days designated by statute or executive order as federal holidays, and as presented on the OPM website for the respective year in which services are to be performed. Refer to U.S. Office of Personnel Management, at OPM.gov. Federal holidays consist of New Year's Day, Martin Luther King Jr's birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving and Christmas. Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on the following Monday. In addition to the days designated as holidays, the Government observes the following days:

· Any other day designated by Federal Statute

· Any other day designated by Executive Order

· Any other day designated by the President of the United States to be a federal holiday

Contractor Point of Contact (POC) Upon contract award, the Contractor shall specify an individual who shall serve as a single point of contact (POC) for all Contract related business. Contractor must provide the local VA COR and Contracting Office with the POC contact details, to include cell phone and email, as a minimum. The POC must be easily accessible by phone.

Local VA Representatives Upon contract commencement, the Contracting Officer will notify the Contractor of a local VA staff to act as a Contracting Officer Representative (COR) or point of contact to this contract. Contractor shall only respond to requests for service from the VA locally assigned POC or COR, as written in this contract, or the CO. If service is requested from any source, other than the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government. The Government reserves the right to inspect and test services in accordance with this SOW and the Contract.

Authority to Make Changes The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting Officer.

Safety and Compliance The Contractor must perform services in accordance with:

a) local, state, and federal Occupational Safety and Health guidelines and legislation, which includes Occupational Safety and Health Administration (OSHA)

b) local, state, and federal guidelines and legislation, as well as VA Medical Center Directives and guidelines, relating to chemicals and usage of chemicals.

c) local, state, and federal Fire and Safety legislation and guidelines, to include VA Medical Center directives and legislation on Fire and Safety, as well as the latest published edition of NFPA-99 (Health Care Facilities Code); and

d) 29 CFR 1910.132, Personal Protective Equipment.

Medical Center Policies Each VA Medical Center has policies that are updated from time to time. The local VA POC or COR can provide more detailed information to the contractor of these upon commencement of the contract and throughout the term of the contract, as needed, especially policies and constraints regarding parking, possession of weapons, cell phone use and photography as well as smoking on VA property. Violations of such policies may result in individual fines or citation answerable in the United States (Federal) District Court.

Important: Contractor must comply with “VHA Directive 1061”, dated 2/16/2021, and any future updates of this Directive, during the performance of services on this contract. This includes maintaining compliance with related supplemental information such as the document titled “Requirements in VHA Directive 1061 for Detection of Legionella in Environmental Samples”, dated 2/16/2021.

Environmental Compliance. Environmental water sampling containers shall meet quality guidelines, as prescribed by Title 21 Code of Federal Regulation (CFR) Part 820.

Orders. Orders will be on an as needed basis. Each task order will specify the quantity of sample supplies for tests required during a specific period, and this quantity may include supplies for re-tests. If serotypes are required, each task order will specify the quantity and the timeframe for delivery also. It is anticipated that Sampling Supplies will be required every three months. The VA does not anticipate stocking 12 months’ worth of sampling supplies.

“The C&A requirements do not apply, and that a Security Accreditation Package is not required